Setting Print Options

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In addition to the options available in the Print dialog box, Word offers a number of other printing options. You can find these options on the Print tab in the Options dialog box (which is opened by choosing Tools, Options), shown in Figure 4-6. You can access the same options by clicking the Options button in the Print dialog box. Table 4-2 summarizes the options available in the Printing Options section of the Print tab.

Figure 4-6. You can configure a number of Print options in addition to the print controls available in the Print dialog box.

In addition to the options listed in Table 4-2 the Print tab offers options that enable you to perform the following tasks:

• Print various document elements in addition to your print tasks, such as printing a summary of the document properties, field codes (instead of field contents), hidden text (as discussed in Chapter 5, "Adding Panache with Text Formatting and Special Characters"), and drawing objects (as discussed in Chapter 16, "Enlivening Documents with Drawings and AutoShapes").
• Print only the data inserted into a form. This option works for the current document only, which means you can't set this option to be a global default.
• Specify a default paper source.
• Configure duplex printing options for printers that can print on both sides of a sheet of paper.

Table 4-2. Printing Options

Option	Description
Draft Output	Prints a document without formatting and graphics (as described in the section "Printing Draft Copies").
Update Fields	Updates fields before printing. For example, when this option is selected, date and time fields will be updated when you print.
Update Links	Updates links to other documents before printing. For example, if a linked document has changed, the linked content will be updated before printing.
Allow A4/Letter Paper Resizing	Enables automatic switching between standard 8 1/2-by-11 paper and the narrower, slightly longer A4 paper size used in most countries. This option is selected by default.
Background Printing	Enables you to continue working while print tasks are being processed (although you might notice a slight slowing in response times as you work). This option is enabled by default.
Print PostScript Over Text	Prints PostScript code (such as watermarks or overprinted text) inserted in a Word for Macintosh document above text, not beneath it.
Reverse Print Order	Prints a document in reverse order, beginning with the document's last page.

For more information about selecting paper sources, see Chapter 21, "Mastering Page Setup and Pagination."

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Troubleshooting

A Printing Error Message Appears After I Send a Document to Be Printed

First and foremost, if your printer generally works without a hitch but it's not responding at the moment, check your hardware. Perform the following simple (yet important and sometimes overlooked) checks:

• Make sure that the toner or ink cartridge isn't empty.
• Verify that the paper tray contains paper.
• Clear any paper jams, and reset the printer if necessary.
• Check that the printer connections (wires, plugs, and contacts) are secure and firmly in place.
• Make sure that the online light is lit, if the printer is an older model.
• Verify that you can manually print a test page. (Refer to your printer's manual for instructions on manually printing a test page.)

If all the hardware components seem to be in working order, your next step is to look at the software side of the problem. The main software-related tasks you might have to perform if Word can't find a printer when you send your document to be printed are listed here:

• Installing or reinstalling a default printer driver. You might have to install printer drivers from the printer's installation CD-ROM or Windows CD-ROM, or download a driver from the printer manufacturer's Web site.
• Fixing a damaged Windows registry entry. You can try to fix a damaged Windows registry entry for your default printer by setting another printer as the default printer and then resetting your original printer as the default to overwrite the damaged Windows entry.
• Correcting a device conflict on the printer port. If you can't print on your local printer, you might have a printer port conflict. To correct this conflict, try using the Windows Device Manager to remove and reinstall the printer port.

For detailed instructions regarding these procedures, visit the Microsoft Knowledge Base on line, at http://support.microsoft.com.

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